Import / Export
Bulk import gigs, venues, artists, and songs from CSV files, or export your data as a backup.
Importing data
Go to Gig Diary → Settings → Import to import data from a CSV file. PB Gig Diary auto-detects the type of data based on the column headers.
Importing gigs
Your CSV file should have the following column headers in the first row:
| Column | Required | Notes |
|---|---|---|
| date | Yes | Format: YYYY-MM-DD e.g. 2026-06-14 |
| time | No | Format: HH:MM e.g. 20:00 |
| venue_name | Yes | Must match an existing venue name exactly, or a new venue will be created |
| status | No | confirmed, provisional, cancelled. Defaults to confirmed. |
| age_restriction | No | e.g. 18+, All Ages/Licensed |
| admission | No | e.g. Free, £10 |
| notes | No | Public notes |
| private_notes | No | Admin only notes |
| fee | No | Admin only fee — never shown publicly |
| hide_from_website | No | 1 to hide, 0 to show. Defaults to 0. |
| hide_from_calendar | No | 1 to hide, 0 to sync. Defaults to 0. |
Importing venues
| Column | Required | Notes |
|---|---|---|
| venue_name | Yes | Venue name |
| address | No | Street address |
| city | No | City or town |
| postcode | No | Postcode or zip |
| country | No | Country |
| phone | No | Phone number |
| url | No | Venue website URL |
| contact | No | Contact name |
Importing songs
| Column | Required | Notes |
|---|---|---|
| artist_slug | Yes | The slug of the artist to assign songs to — found in Gig Diary → Settings → General |
| title | Yes | Song title |
| original_artist | No | Original recording artist |
| duration | No | Duration in seconds e.g. 252 for 4:12 |
| song_key | No | Musical key e.g. Am, Bb, F#m |
| notes | No | Private performance notes |
| is_active | No | 1 for active, 0 for inactive. Defaults to 1. |
Exporting data
Go to Gig Diary → Settings → Export to download your data as CSV files. Four export options are available:
- Gigs — all gigs with venue details, dates, status, and notes
- Venues — all venues with full address and contact details
- Artists — all artists with name, slug, and Google Calendar settings
- Songs — full song catalogue with keys, durations, and status
Exported files download immediately as CSV and can be opened in Excel, Google Sheets, or any spreadsheet application.
Using exports as backups
Running a regular export of your gigs and venues is good practice — especially before major changes or updates. Store the CSV files somewhere safe (cloud storage, email to yourself) so you can restore your data if needed.
Migrating from another system
If you’re moving from a spreadsheet or another diary system, the easiest approach is:
- Export your venues first from your existing system and import them into PB Gig Diary
- Import your songs if you have a catalogue
- Import your gigs — venue names in the import file will be matched against the venues you just imported